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Workspace Facilities

Responsible Department
Facilities
Effective Date
06/08/2017
  1. .

    Purpose

    The purpose of this policy is to provide guidelines on faculty and staff workspaces for the University of North Georgia (the “University”).

  2. .

    Definitions

    Hotel/Swing Space – Unassigned workstations faculty or staff can use on a temporary basis

  3. .

    Statement

    The University of North Georgia is committed to providing faculty and professional staff with satisfactory workspaces respective of the employee’s function that promotes productivity and a high quality of work life.  In fulfilling this commitment, the University will adhere to the University System of Georgia guidelines for space allocation.

  4. .

    Support Info

    1. Facilities Planning coordinates with University Divisions, Colleges, and Departments on space allocation to meet the needs of their organizations.

    2. The Dean or Department Head has the authority to assign workspaces, to include offices and other workstations, within their allocated areas based on several factors to include seniority, function, or special needs of the employee.

    3. Senior faculty or faculty who regularly conduct research or advise students are generally assigned private offices.  Limited term faculty, instructors, or those who do not require a private workspace may be assigned a shared or collaborative workspace depending on office availability.

    4. Adjunct / part-time faculty should not be assigned a private office and should utilize established adjunct faculty work areas where applicable.

    5. Faculty who do not have a private office should be afforded a lockable area to secure testing materials or intellectual property.

    6. Faculty and staff should only be assigned one office space.  Employees are encouraged to utilize Hotel/Swing Space when travelling between campuses.

    7. Professional and support staff may be housed in private offices or in the open office/collaborative work environment, depending on the function of the employee.  Economies are gained with open/collaborative work environments where applicable.

    8. If approved by the department head, economies may also be gained by allowing employees to work from home while sharing a Hotel/Swing Space on campus.  (See University’s Teleworking Policy.)

    9. Furniture and Modifications of Space

      1. Purchasing furniture is the responsibility of each department.  Furniture should be functional and sized appropriately for the space.  New furniture and finishes should match the existing building standard.  Once a furniture standard has been established in an office suite or building, the furniture will remain in that area.

      2. Facilities will evaluate any relocation of furniture based on its construction, location, and resources available.

      3. Any damages to workspaces beyond normal wear and tear that require repair by Facilities or contractors will be billed to the responsible department.

      4. Any proposed changes to a space to include changes in occupancy, location, use, or physical modification beyond general maintenance must receive approval from Facilities Planning.  This approval process is necessary to track building inventory, resource allocation, safety and code compliance, and to ensure adherence to University Master Plans and strategic goals.

      5. Only Facilities personnel or contracted professionals may modify or repair workspaces.

      6. Paint and flooring will match existing building standards.

      7. University officials shall not engage in contractual agreements with any private contractor or professional for the purposes of modifying facilities in any way.  All construction contracts with outside entities shall be administered or coordinated through Facilities & Purchasing.
  5. .

    Procedures

    Any related operating procedures must comply with and should reference this policy.

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